CCS Enrolment Status & Troubleshooting

Once an enrolment is submitted it will take on a Status. There are 7 different statuses which are outlined below. 

In the child's profile, you can click on the CCS Enrolment Status (Quick Link) button. There may be multiple records, but you only need to be concerned with the first row at the top.

You can also get a report of all child enrolments by going to CCSS > Enrolment Details.

You can also go to CCSS > Enrolment Details and use the filters to check enrolments by child and/or status.

When you create an enrolment in OWNA, there are several outcomes - known as ENROLMENT STATUSES.

The enrolment status lets you know what needs to happen for CCS to be administered:

⌛ PENDING CONFIRMATION - the primary carer needs to confirm the enrolment (through MyGov or Centrelink)

⏳ PENDING ELIGIBILITY - the primary carer is yet to be accepted - or apply - for CCS (you may also need to change the primary carer)

✅ CONFIRMED - everything is good to go

😡 DISPUTED - the primary carer has flagged up something as incorrect

❌ REJECTED - the primary carer has rejected the enrolment

🚧 RECEIVED - usually the result of an incomplete enrolment notice (missing CRN, DOB etc.)

🛑 CEASED - the enrolment has been ceased by the centre or due to a long period of no attendance submission

CCS cannot be administered until an enrolment is CONFIRMED.

1. Go to the child's profile
2. Go to the CCS Tab (CCS Permission Required)
3. Enter the Effective From date (Can only be current day or earlier)
4. Enter Late Reason (if the Effective From date is greater than 7 days ago)
5. Click Create new Enrolment to CCS

• When you check the CCS Enrolment Status, it should be Pending Confirmation
• The primary carer needs to confirm the enrolment (through MyGov or Centrelink)

⏳ PENDING ELIGIBILITY

1. Check with the parent/carer/guardian to see if they have received confirmation of CCS approval from Centrelink
2. Check that the parent/carer/guardian that they have entered as the primary carer is the person who has been approved by Centrelink

• Use this guide if you need to change the primary carer

😡 DISPUTED

1. Check with the parent/carer/guardian to see why they disputed the enrolment (this could be due to differences with the days/sessions or a misunderstanding regarding the effective from date)
2. Correct any differences with the effective from date and/or days submitted (this will use the child's CURRENT booking pattern)
3. Go to the CCS tab in the child's profile and use the late reason 'Fixing Disputed Enrolment'
4. Click Update Enrolment to CCS
5. Check the status in CCS Enrolment Status - If Pending Confirmation, the parent will still need to confirm the enrolment

❌ REJECTED

• This is similar to fixing a disputed enrolment, however, you must also change Reactivating a CEASED Enrolment to YES

🚧 RECEIVED

1. Check that the child and primary carer details are complete (Name, CRN & DOB)
2. Remove the existing enrolment ID and click Update CCS Details for Child
3. Create a new enrolment to CCS

🛑 CEASED

1. Enter an Effective From date after the ceased date (in CCS Enrolment Status)
2. Enter a Late Reason (if required)
3. Change the Reactivating a CEASED Enrolment dropdown to YES
4. Click Update Enrolment to CCS

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